Look up electronic input invoices This is a crucial step that helps businesses verify the validity of invoices before filing taxes, accounting for expenses, and making payments to suppliers. Invoice verification not only helps reduce tax risks but also supports cost control and detects errors or fraud in the purchasing process.
Currently, accountants can look up electronic input invoices in several ways: searching for each invoice by invoice number, logging into the electronic invoice system to view a list of purchase invoices, or using software to search for invoices in bulk. Each method suits a specific need.
Before proceeding with each step, it's necessary to correctly identify the search case to avoid wasting time entering incorrect information or selecting the wrong search portal.
How can I look up my electronic input invoices?
The appropriate search method depends on whether the business needs to check a single invoice, search by invoice number, retrieve a list of purchase invoices, or process a large number of input invoices.
| Demand | How to use | Suitable for whom? | Limit |
| Quick check of an invoice | Search by invoice number or lookup code | Accountants check individual documents. | You must enter the correct information and captcha. |
| View detailed purchase invoices | Log in to the electronic invoicing system. | Tax accountant, AP accountant | An authorized account is required. |
| Get a list of input invoices. | Look up purchase invoices and export data. | Businesses need to reconcile their tax returns. | Manual operation if the quantity is large. |
| Bulk invoice lookup | Automated software | The business has multiple invoices and multiple suppliers. | The system needs to be implemented. |
Checking input invoices not only verifies whether an invoice exists but also helps businesses check invoice status, cross-reference supplier information, and ensure that the documents are eligible for tax declaration.
When you only need to check a specific invoice, the quickest way is to look it up by invoice number or other identifying information on the invoice.
3 ways to look up input electronic invoices quickly and accurately
Looking up an invoice by invoice number is the most common way to check a specific invoice by entering the identifying information on the lookup portal.
Step 1: Access the invoice lookup portal.
Access the electronic invoice lookup portal or the tax authority's electronic invoice system.
https://tracuuhoadon.gdt.gov.vn/tc1hd.html
Step 2: Select the type of invoice you want to look up.
Select the correct invoice type corresponding to the document being examined.
Step 3: Enter the seller's tax identification number.
Enter the correct tax identification number of the invoice issuer.
Step 4: Enter the invoice symbol
Enter the correct invoice number and symbol according to the information shown on the document.
Step 5: Enter the invoice number
Enter the exact invoice number you wish to look up.
Step 6: Enter the verification code
Enter the captcha or verification code as requested by the system.
Step 7: Perform the search
Press the search button and check the returned results.
Common errors when searching by invoice number
| Error | Reason | How to handle it |
| No invoice found. | Incorrect invoice number or symbol entered. | Compare the XML file or PDF document. |
| Incorrect seller tax identification number | Incorrectly entered the tax identification number (MST) for the branch or issuing unit. | Double-check the seller's information. |
| The invoice has been replaced or adjusted. | The old invoice is no longer valid. | Find a replacement invoice or adjustment invoice. |
| Captcha is wrong | Incorrect verification code entered | Reload the captcha and re-enter it. |
You can search by invoice number corresponding to each individual document, but if the accountant needs to view all purchase invoices for the period, they need to log into the electronic invoice system.
How to obtain input invoices on the electronic tax website.
To retrieve input invoices on the electronic tax website, businesses need to log into the electronic invoicing system, access the input invoice lookup function, and filter the data according to their needs.
Steps to take
- Access the tax authority's electronic invoicing system.
- Log in using the account provided by the tax authority.
- Select menu Lookup.
- Select Look up electronic purchase invoices.
- Select the time range you want to search.
- Select the invoice status if needed.
- Press Search.
- View the list of purchase invoices.
- Load or export data to Excel/XML if your system supports it.
Some important notes
- Searching without logging in usually only displays basic information.
- Logging in allows you to view more details and retrieve a list of purchase invoices.
- You should filter by time period to avoid missing any documents.
- It is necessary to check the invoice status before filing it.
- Receipts from the cash register can be managed into separate data groups depending on the time and system interface.
After obtaining the list of input invoices, the crucial step is to understand the status of each invoice to decide whether it can be declared and accounted for, or whether it needs to be re-processed.
How to read the results of electronic input invoice lookup
The search results should be evaluated based on three factors: the existence of the invoice, the accuracy of the information, and the legal status of the invoice.
| Status | Meaning | Proposed action |
| The invoice exists. | System matching lookup information | Further comparison of invoice contents |
| Does not exist | The system could not find the data. | Double-check the information or contact the seller. |
| The invoice has been canceled. | No longer usable. | No tax declaration |
| Replacement invoice | A new invoice has replaced the old one. | Use a replacement invoice. |
| Adjustment invoice | There have been changes to the invoice content. | Compare the original invoice and the adjusted invoice. |
| Incorrect buyer information | Inaccurate business information | Request for invoice adjustment |
In addition to Check if the invoice is valid., The accountant needs to cross-check the purchase order, contract, warehouse receipt, and related documents to ensure the accuracy of the accounting data.
Accurately reading the status of an invoice reduces risk for each individual invoice, but as the number of invoices increases, manual lookup quickly becomes a bottleneck for the accounting department.
What is bulk invoice lookup and when does a business need it?
Bulk invoice lookup involves checking multiple incoming invoices simultaneously instead of manually entering each invoice information into the lookup portal.
Businesses often need to look up invoices in bulk when:
- There are hundreds or thousands of input invoices each month.
- Working with multiple suppliers.
- There are many branches or subsidiaries.
- The invoice needs to be compared with the purchase order (PO), contract, or delivery note.
- To detect duplicate or incorrect invoices.
- Inspection records need to be kept for auditing and tax settlement purposes.
- I want to synchronize data to accounting software or ERP.
Comparison of manual and bulk lookup
| Criteria | Manual search | Bulk invoice lookup |
| Number of invoices | Each invoice | Multiple invoices at once |
| Data entry | Manual input | Upload data or collect it automatically. |
| Check for duplicates | Difficult to detect | Warnings may be issued. |
| Save history | Disperse | Concentrate |
| Fit | Fewer bills | Multiple input invoices |
From here, the question is no longer "where to look up" but rather "should businesses manually manage or use automated tools to control input invoices?".
Comparing manual lookup on the tax website and automated lookup using software.
Manual lookup is suitable for businesses with a small number of invoices. Conversely, large businesses often need automated tools to save time and reduce the risk of errors.
| Criteria | Manual lookup on the tax portal | Automatic lookup using software |
| Number of invoices | Good for every bill | Good for multiple bills |
| Captcha | Usually requires import | Reduce manual operations. |
| Input data | Manual input | XML, email, data systems |
| Check for duplicates | Handmade | Automatic detection |
| Check the supplier. | Handmade | Establish inspection rules |
| Storage | Self-managed users | Centralized storage |
| Export data | Depending on the operation | Connecting ERP and accounting software |
| Fit | Fewer bills | Businesses with multiple invoices |
If choosing automation, businesses should prioritize solutions that not only allow invoice lookup but also support the entire process of handling incoming invoices.
Criteria for selecting a tool to look up electronic input invoices for businesses.
A suitable tool should offer more than just information retrieval.
Review checklist
- Does it support searching by invoice number, lookup code, and XML file?
- Is it possible to automatically receive invoices from email or a centralized data source?
- Is the invoice status and digital signature checked?
- Were any duplicate or incorrect invoices detected?
- Is there a record of inspections and processing?
- Is it possible to export data to Excel, XML, or other accounting software formats?
- Does it integrate ERP and accounting systems?
- Is there support for departmental or vendor-based management?
- Is it suitable for businesses with multiple branches?
These criteria are also the reason many businesses are shifting from individual invoice lookup to automated platforms for processing incoming invoices.
How does Bizzi assist in looking up and verifying input invoices?
For businesses with a large volume of invoices, searching is only one part of the process of handling incoming invoices.
Bizzi supports:
- Receive invoices from various sources.
- Read electronic invoice data and XML files using AI-OCR.
- Verify the invoice information against the tax data.
- Detecting duplicate invoices or unusual data.
- Check the invoice status before processing the transaction.
- Centralized storage of invoice records.
- Attached are the contract, relevant documents, and records.
- Export data to popular accounting and ERP software.
- Connect with AP Automation processes and control business costs.
Instead of simply looking up each invoice individually, businesses can build a process for controlling input invoices throughout the entire process, from receipt, verification, and approval to accounting. Whether using manual or automated methods, accountants still need to understand common errors to avoid overlooking or incorrectly recording documents.
Common errors when looking up electronic input invoices
Most errors when looking up electronic invoices stem from incorrect input data or changes in invoice status.
| Error | Reason | How to handle it |
| No invoice found. | Incorrect invoice number, symbol, or tax code. | Review the XML and PDF files. |
| Newly issued invoices cannot be searched yet. | Data not synchronized | Wait for updates or contact the seller. |
| The invoice was canceled. | The seller canceled the invoice. | No declaration required, request a new invoice. |
| Adjustment/Replacement Invoice | There were adjustments made after release. | Use the latest documents. |
| Invalid XML file | File is corrupted or needs editing. | Please resend the original file. |
| Incorrect buyer information | Incorrect tax identification number or business name entered. | Request for adjustment |
FAQ regarding looking up electronic input invoices
Checking incoming electronic invoices is a mandatory procedure that helps businesses and household businesses verify the legality and validity of documents. You can check directly using the invoice file or by using a software application. Tax code To retrieve all data from the General Department of Taxation's system.
Below are frequently asked questions (FAQs) and detailed answers:
Is it possible to look up electronic input invoices without logging in?
Yes. Users can quickly check a specific invoice using the information on the invoice. However, to view a list of purchase invoices or export data, logging into the system is usually required.
What information is needed to look up an invoice by invoice number?
Typically, you will need the seller's tax identification number, invoice symbol, invoice number, and authentication code. Some systems may also require the invoice type or invoice date.
How do I obtain input invoices from the electronic tax website?
Log in to the electronic invoicing system, go to the purchase invoice lookup section, select a time range, and perform a search. You can then view or export the data depending on the functions you have been granted.
Is it possible to look up multiple invoices directly on the tax website?
You can look up the list of invoices when you log into the system. However, if you need to cross-check, detect duplicates, save history, or connect to accounting software, an automated solution would be more suitable.
What should I do if I can't find the invoice in the tax system?
Double-check the invoice number, invoice symbol, and seller's tax identification number. If the information is correct but you still cannot retrieve the invoice, contact the invoice issuer for confirmation.
Is the XML file important when looking up electronic invoices?
Yes. XML is the original data of an electronic invoice, used for verifying information, storage, reconciliation, and data entry into accounting or ERP systems.
Conclude
Checking incoming electronic invoices is a crucial step for businesses to verify the validity of documents before tax declaration, accounting, and payment. For a small number of invoices, businesses can search by invoice number or log into the electronic invoice system to check each document individually. However, as the volume of invoices increases, manual searching becomes time-consuming and carries a higher risk of errors.
In this context, automation solutions like Bizzi help businesses not only search invoices in bulk but also check validity, detect risks, centrally store data, and connect with the entire input invoice processing workflow, thereby improving cost control and financial management efficiency.
Register here to experience automation solutions from Bizzi: https://bizzi.vn/dat-lich-demo/
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